City of Bellingham Public Works and Natural Resources Committee

The roofing contract discussion centered on the city's transition to a more efficient procurement model for facility maintenance. Staff explained that the city previously managed multiple separate roofing contracts, which created administrative burden given the varying types, ages, and manufacturers of roofing systems across city buildings. The IDIQ approach consolidates this work into a single comprehensive agreement with predetermined pricing. Carol Rofkar clarified that the $115,185.75 bid amount serves purely as a comparison tool based on hypothetical job scenarios, not as a contract minimum or maximum. The actual contract allows for up to $1 million in spending over three years, but work wi…

**Committee Chair Hannah Stone** guided the brief discussion and called for the vote, showing no concerns with the contract structure. **Committee Member Lisa Anderson** asked clarifying questions about the relationship between the hypothetical bid amount and actual contract spending, the allocation of the $1 million across the three-year term, and the administrative process for the optional extension year. **Committee Member Jace Cotton** participated in the unanimo…

**Carol Rofkar, on the IDIQ contract structure:** "An IDIQ contract is an on-call contract that allows the city to procure work efficiently as needed as needs arise by issuing individual work orders for each discrete project." **Carol Rofkar, on spending projections:** "I would be highly surprised if we went through a million dollars in a year. So we map these out already in a work plan." **Lisa Anderson, seeking clarification on contract mechanics:** "So hypothetically, there could be a ri…

The city moved from a multiple-contract approach for roofing services to a single consolidated IDIQ contract, streamlining procurement processes for ongoing facility maintenance. SRS Roofing Company gained preferred contractor status for city roofing work over the next three years, beati…

### Meeting Overview The Bellingham City Council's Public Works and Natural Resources Committee met on November 3, 2025, to consider a single agenda item regarding a roofing repair and maintenance contract. The brief 4-minute meeting resulted in approval of a three-year contract award to SRS Roofing Company. ### Key Terms and Concepts **Indefinite Delivery, Indefinite Quantity (IDIQ) Contract:** A procurement method that allows the city to order work as needed through individual work orders, rather than defining all work upfront. The contractor agrees to provide services at predetermined rates when called upon. **Responsible Bidder:** A contractor who has demonstrated they have the financial resources, experience, and qualifications to complete the work. This goes beyond just having the lowest bid price. **Responsive Bid:** A bid that meets all the requirements and specifications outlined in the city's request for bids, submitted properly and on time. **Unit Price Contract:** A contract structure where work is priced based on predetermined hourly rates or unit costs for different categories of work, allowing flexibility in project scope. **Work Order:** Individual project assignments issued under the master IDIQ contract, each priced using the contractor's bid rates for labor and materials. **Hypothetical Bid Amount:** The dollar figure used to compare bids, based on estimated work scenarios, which doesn't represent the actual contract spending limit. **Not-to-Exceed Amount:** The maximum dollar limit established for the contract ($1 million over three years), providing budget control while allowing flexible work ordering. ### Key People at This Meeting | Name | Role / Affiliation | |---|---| | Hannah Stone | Committee Chair, First Ward City Council Member | | Lisa Anderson | Committee Member, Fifth Ward City Council Member | | Jace Cotton | Committee Member, At-Large City Council Member | | Carol Rofkar | Assistant Public Works Director for Internal Services | | Matt Stamps | Senior Assistant City Attorney | ### Background Context The City of Bellingham manages numerous buildings with varied roofing …